Privacy Policy

Who we are?

Y Care International (Registered Charity No. 1109789 and Company No. 3997006) is the international relief and development agency of the YMCA movement in the UK and Ireland.

At Y Care International we value your support and are committed to protecting your privacy. We respect any personal data you choose to share with us and will ensure it is kept safe. We intend to be clear when we collect your data and not to do anything you would not reasonably expect with it.

Please read the policy carefully to understand how we collect, use and store your personal data. If you have any questions regarding our privacy policy, please contact us via any of the following:

When do we collect your data?

Personal information is collected directly from you when you contact Y Care International. Examples include (but are not limited to):

Signing up to our email newsletter

Enquiring or participating in an event

Volunteering with us

Making a donation

Visiting our website

We may also receive your details from third parties such as JustGiving, Virgin Money Giving or Care2 where you have consented to this information being shared.

What information do we collect?

What kind and the amount of information we collect from you, as well as how we use it, depend on why you are providing it to us.

When we communicate we may ask you for personal details including your:

name

address

email address

telephone number

bank details (if you are setting up a regular donation)

bank card details (if you are making a one-off donation)

Your date of birth and any relevant medical information will only be recorded if appropriate, for example to register for our International Citizen Service (ICS) programme or a challenge event.

We monitor the way our website is used so that we can improve it and your experience on it. You can visit our website without giving us any personal information. However, if you do use the site anonymously we may still collect information about:

the pages on the website you visit

the amount of time spent on the website

how you arrived on the website (e.g. via an email link or search engine)

the type of device or browser you use

Like most websites we use cookies to do this. For more details read our Cookie Policy.

How do we use your information?

Y Care International uses this information to process your requests, provide our charitable services and to help us raise funds for those charitable services.

We have set out below the different reasons why we use your personal information. Bear in mind that not all information will be used for all reasons and that this will depend upon our relationship with you, how you use our services and how you interact with us.

We will process your data for the following reasons:

to process your donations or payments and to verify financial transactions

to claim Gift Aid on your donations if eligible

to acknowledge donations and to send a thank you letter

for our own internal administrative purposes, and to keep a record of your relationship with us

to send you fundraising appeals and updates about our activities (with your consent)

to send you information about fundraising events, such as challenge events, and other ways of giving including payroll giving and legacy giving

to process your ICS application

to provide you with information you have requested

to personalise your supporter experience and ensure we provide you with appropriate communications

to ensure your preferences are up-to-date, and manage those preferences

to notify you of any changes to our details or policies

to collect your story for use in marketing materials (with your consent)

to comply with applicable laws and regulations, and comply with requests from statutory agencies.

We may use the data you have provided to us, in combination with publicly available information (such as that on Companies House), to build a general profile of our donors so that our communications are relevant and cost-effective, something that we know is important to our donors.

We do not wealth screen our donors directly or via any other organisations unless we have your express permission to do so.

We will make every reasonable effort to ensure your details are secure and will only share them with trusted service providers working on our behalf, for example to print and deliver postal mail or to process credit card payments. We will only provide them with the information they need to deliver the specific service. We also complete thorough checks on these companies and put contracts in place which detail our expectations and requirements concerning use of personal data.

Unless required to do so by law, we will never share (and do not sell) your personal details with other organisations to use for their own purposes. However, If you are an ICS volunteer, some of your personal data will be shared with Y Care International partners in other parts of the world to enable the operation of this volunteer programme.

The legal basis that we rely on for processing your data is either where:

you have provided your consent to us using your data in a certain way;

it is necessary so that we can comply with a legal obligation to which we are subject;

it is necessary so that we can perform our obligations under a contract with you; or

there is a legitimate interest in us doing so.

“Legitimate interests” means the interests of the charity in running the organisation and pursuing our charitable aims, for example, in order to process donations, run events and administer the charity. It can also apply to processing that it is in your interests, for example in cases where you have requested information or certain goods or services from us.

When we process your personal information for our legitimate interests, we make sure to consider and balance any potential impact on you (both positive and negative), and your rights under data protection laws. We will not use your personal information for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).

How long will you keep my information for?

Y Care International will retain your full information as outlined above for as long as you have an active relationship with us. We define an ‘active’ relationship as one between Y Care International and an individual who has given or engaged with us within the past six years (on the basis that the law may require evidence of a particular transaction up to six years after it was made for tax or accounting purposes).

At any point you may request to receive no further contact from us. Once we receive this request we will review whether we have a legal obligation to retain any of your information. Providing that there is none, we will keep only those details necessary to ensure that we do not contact you again, and will erase the other information we hold about you. The only exception will be if we are required to keep a record of your gifts for Gift Aid or financial audit purposes, in which case we will anonymise your record.

How secure is the information I give you?

Y Care International will take appropriate physical and electronic measures to ensure that your personal data is kept securely and accurately.

The transmission of information over the internet is never completely secure, therefore we cannot guarantee the security of data transmitted to our site and it is done at the user’s own risk. However, we take the care of your data very seriously and undertake a range of appropriate security measures to protect it, including secure servers, firewalls and SSL encryption. Any data transferred between locations or to third party suppliers is encrypted and password protected.

If you use your credit card when donating to us your details are passed securely to our payment processing partner, Committed Giving, as part of the payment process. This is done in accordance with the Payment Card Industry (PCI) Security Standard and we do not store your details on our website.

Transferring information outside of Europe

Some of our processors operate outside of the European Economic Area (EEA). Y Care International acknowledges that they may not be subject to the same stringent data protection laws as companies based in the UK, but we take steps to ensure that they provide an adequate level of protection in accordance with UK data protection law.

Y Care International works with suppliers that process data in the USA. They have verified that their data processing standards meet the requirements of the EU-US Privacy Shield, which lays out clear safeguarding and transparency measures for US-based organisations processing the data of EU citizens.

Children’s Data

For the purposes of this policy a child is defined as anyone under the age of16. If you are under this age please ask your parent or guardian for permission before providing any personal information to us. If we collect data from children (primarily those we have helped as part of our programmes) we aim to manage it in a manner appropriate to the age of the child. Where possible and appropriate we will seek consent from a parent or guardian before collecting their information.

Your rights

Where Y Care International is using your personal information on the basis of your consent, you have the right to withdraw that consent at any time. You also have the right to ask Y Care International to stop using your personal information for direct marketing purposes. Simply contact our team (on the details provided below) and they will amend your contact preferences.

Right to be Informed

You have the right to be told how your personal information will be used. This policy document, and shorter summary statements used on our communications, are intended to be a clear and transparent description of how your data may be used.

Right of Access

You can write to the Y Care International asking what information we hold on you and to request a copy of that information. Currently the Data Protection Act 1998 gives us 40 days to respond. From May 2018 we will have 30 days to comply once we are satisfied you have rights to see the requested records and we have successfully confirmed your identity.

Right of Erasure

From May 2018, you have the right to be forgotten (i.e. to have your personally identifiable data deleted), provided your personal data is no longer required. In many cases we would recommend that we suppress you from future communications, rather than data deletion.

Right of Rectification

If you believe our records are inaccurate you have the right to ask for those records concerning you to be updated.

Right to Restrict Processing

In certain situations you have the right to ask for processing of your personal data to be restricted because there is some disagreement about its accuracy or legitimate usage.

Right to Data Portability

Where we are processing your personal data under your consent the law allows you to request data portability from one service provider to another. This right is largely seen as a way for people to transfer their personal data from one service provider to a competitor, for example banking services.

Right to object to automated decisions

In a situation where a data controller is using your personal data in a computerised model or algorithm to make decisions “that have a legal effect on you”, you have the right to object. This right is more applicable to mortgage or finance situations. Y Care International does not undertake complex computerised decision making that produce legal effects.

If you are not happy with how Y Care International is processing your personal information, please get in contact with us.

You can also register with the fundraising preference service (FPS). This service is run by the Fundraising Regulator and allows you to stop email, telephone, addressed post, and/or text messages from a selected charity or charities by using the online service at www.fundraisingpreference.org.uk or by calling 0300 303 3517. Once you have made a request through the FPS, we will ensure that your new preferences take effect within 28 days.

You also have the right to contact the Information Commissioners Office (ICO) if you have any concerns about Data Protection using their helpline 0303 123 1113 or at www.ico.org.uk

How to contact us

If you have any questions about this policy or would like to exercise any of your above rights, please contact us via any of the following routes: